Senior Executive Assistant to CEO - Master of Coordination

Alluvionic; Melbourne (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Alluvionic is seeking a highly organized Senior Executive Assistant to provide dedicated support to the CEO. This role serves as a trusted partner to help manage priorities, coordinate activities, maintain organization, and ensure critical initiatives and commitments are executed efficiently.

The ideal candidate thrives in a fast-paced environment and demonstrates discretion in a government contracting setting.

Qualifications

• Bachelor's degree in business administration, communications, project management, or related field.
• 4+ years of executive administrative or senior-level administrative support experience.
• Experience managing projects or major workstreams from planning through completion.
• Excellent organization and attention to detail.
• Strong written and verbal communication skills.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).

Responsibilities

• Provide high-level administrative and project support to the CEO.
• Manage and maintain the CEO’s calendar, appointments, meetings, and scheduling priorities.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Help the CEO manage competing priorities, upcoming commitments, and important deliverables.
• Anticipate executive needs and proactively identify opportunities to improve organization, efficiency, and follow-through.
• Prepare, draft, edit, and distribute reports, presentations, correspondence, meeting materials, and other business documents.
• Attend meetings as needed, document key discussions and decisions, track action items, and ensure timely follow-through on commitments and deadlines.
• Support select executive projects and priorities through coordination, organization, tracking, and follow-up.
• Maintain project trackers, timelines, action items, meeting notes, and supporting documentation as needed.
• Coordinate with internal and external stakeholders to help keep assigned priorities and activities moving forward.
• Identify outstanding actions, dependencies, or issues and elevate items requiring leadership attention or direction.
• Conduct research, gather and organize information, and support the development of recommendations.
• Prepare project communications, presentations, reports, and other supporting materials as needed.
• Maintain project schedules, trackers, dashboards, meeting materials, and status updates.
• Maintain clear project documentation and help provide leadership with visibility into progress, risks, decisions, and next steps.
• Maintain organized digital files, records, contact lists, trackers, and administrative systems.
• Serve as a professional point of contact for internal and external stakeholders on behalf of the CEO.
• Support leadership meetings, company meetings, executive functions, and other key events.
• Assist with administrative tasks related to government contracts, proposals, compliance activities, and government systems.
• Handle confidential, proprietary, and sensitive information with discretion and sound judgment.
• Manage multiple projects and priorities while maintaining attention to detail and meeting deadlines.
• Perform other duties as assigned.

Skills

Executive support

Project management

Organizational skills

Communication skills

Attention to detail

Discretion and confidentiality

Independent work

Prioritization

Education

Bachelor's degree or equivalent

Tools

Microsoft 365 Suite

Job description

Alluvionic is seeking a highly organized Senior Executive Assistant to provide dedicated support to the CEO. This role serves as a trusted partner to help manage priorities, coordinate activities, maintain organization, and ensure critical initiatives and commitments are executed efficiently.

The ideal candidate thrives in a fast-paced environment and demonstrates discretion in a government contracting setting.